Welcome, Known World Arts and Sciences Symposia Autocrats!

This is the proposal form for Known World A&S Symposia.

Expectations:

If your proposal is accepted:

You should create an advertisement for your event as soon as possible and submit it to the Society MoAS for approval. If approved, the Society officer will send the information to a deputy to update all Kingdom newsletters and calendars.

Your Exchequer should be warranted through your Kingdom Exchequer (or Branch Exchequer if you have received permission to hold the event through a non-Kingdom Branch). Your Exchequer should submit reports as required by their superior and copy the Society MoAS with those reports.

You should submit quarterly preliminary event reports. These quarterly preliminary event reports are mandatory as dictated by the Known World Event Policy located under the Seneschal Resources on the Society Seneschal's website.
Please follow that policy and, should there be any questions, feel free to email the Society MoAS for clarification.
scamoas@sca.org

Prelimary reports are due quarterly, four times per year, between the time the proposal is accepted and the event occurs:

April 15th (Covering January-March)

July 15th (Covering April-June)

October 15th (July-September)

January 15th (October-December)

A post-event report is due within two weeks of the end of your event.

Importance of Reports:

I consider the reports extremely If you cannot submit a report, please arrange for an emergency deputy or your Kingdom Seneschal to submit the report for you. Each report is mandatory.

If the reports are missing or insufficiently detailed, this can jeapordize the viability of your event.

Is this part of a larger event? (i.e. Pennsic, Gulf Wars, Estrella, etcetera)
*

Yes No

Larger Event Information

What is the larger event that your symposia will be part?
*

If your event takes place within another event, some elements of this proposal form may not apply. This is especially true if you do not need financial funding from a branch or group. For anything that does not apply to you, please put N/A (or 0 in the case of numeric values).

Some specific guidance:

Under "Proposed Event Costs", only input values higher than zero if you have an
additional
cost for your activity that is above and beyond the cost of the larger event.

Please note that an event within a larger event
must
have written permission from the autocrat of the larger event before it can be approved.

All staffing (Autocrat, Exchequer, Class Coordinator, etcetera) and other details refer to the staff for your symposium, not the larger event.

Autocrat Information and Identity

Please note that you may have other co-autocrats, but this is the information for the autocrat responsible for submitting this (and other) reports.

Modern Name
*

First Name Last Name

Preferred SCA Title

Society Name
*

Address
*

Street Address

Street Address Line 2

City

State / Province

Postal / Zip Code

Country

Phone Number
*

Email
*

example@example.com

What is your membership number?
*

What is your membership expiration date?
*

-
Month
-
Day Year

Date

Exchequer Information and Identity

This is the information for the autocrat responsible for submitting financial reports.

Modern Name
*

First Name Last Name

Preferred SCA Title

Society Name
*

Address
*

Street Address

Street Address Line 2

City

State / Province

Postal / Zip Code

Country

Phone Number
*

Email
*

example@example.com

What is their membership number?
*

What is their membership expiration date?
*

-
Month
-
Day Year

Date

Is your exchequer aware of the warranting/reporting requirements?
*

Yes No

Event Financials

Who is on the financial committee?
*

How do normal expenses get approved?
*

How do emergency expenses get approved?
*

What is your "break even" attendance projection?

Proposed Event Costs (In Local Currency)
*

Site Cost

Feast

Camping

Adult, (w/ Member Discount):

Adult:

Youth:

Child:

What is your local currency?
*

USD, Euro, etcetera

If you use a 'youth' or 'child' designation, what are the age ranges of these designations?

Is there a family cap on costs?
*

Yes No

What is the family cap and how is it calculated?

Please detail any specifics with the proposed costs of your event.
*

This should include all proposed expenses by category and event activity.

What is the estimated front money needed to hold the event?
*

Site Information

What is the name of the site?
*

What is the site address?
*

Street Address

Street Address Line 2

City

State / Province

Postal / Zip Code

Country

Site Details (Check all that apply)
*

Dry Site (Alcohol not allowed) Wet Site (Alcohol allowed) Pets Allowed Handicap Accessible RV Camping Available Tent Camping Available Cabins Near an Airport Near a Hotel

If you have a preferred hotel, please provide any appropriate information here.

Please include hotel name and address at the minimum.

Event Staffing

Do you have any co-autocrats/event stewards?

Yes No

What are the names (SCA & modern) and contact information (address, phone and email) of any co-autocrats/event stewards?
*

What's your staff list including positions and SCA & modern names?
*

Not all positions need to necessarily be filled during a proposal, but we would like an idea of how you intend to structure your staff.

What's the SCA name of your Class Coordinator (if filled)?

What is your Class Coordinator's Email (if filled)?

example@example.com

What's the SCA name of your Advertisement Coordinator (if filled)?

What is your Advertisement Coordinator's Email (if filled)?

example@example.com

Classes/Offerings

What is your target number of classes?
*

Do you plan to have any competitions?
*

Yes No

Please describe any competitions you have planned.

What, if any, special offerings are you planning?

Please include any special speakers or other information.

Additional Information

Is there any additional site information?

Are there any local amenities of note?

What contingency plans are in place?

Evidence of Kingdom/Branch Support

Please email (to scamoas@sca.org) documentation showing the support of the following individuals:

Kingdom Seneschal (Required)

Kingdom Exchequer (Required)

Kingdom Officers (Required - as appropriate to the topic of the event)

Crown (Optional)

Evidence of Larger Event Support

Please email (to scamoas@sca.org) documentation showing the support of the following individuals:

Event Autocrat (Required)

Department Head (as appropriate to the event)

Communication

A copy of your report is sent to the SMoAS and yourself. Please add your Kingdom Seneschal email address so that they can receive a copy as well. You may have courtesy copies sent to up to two other email addresses. Please list them below if you would like to utilize this option.